Construction Billing & Accounts Receivable/Payable Specialist Location:

Sterling, MA Schedule:

Full-time, 40 hours per week, fully onsite

Compensation:

$70,000-$80,000, based on experience We are a rapidly growing, family-owned contractor serving municipalities, water departments, fire departments, general contractors, commercial properties, and private customers throughout New England. We are seeking an experienced Construction Billing & Accounts Receivable/Payable Specialist with hands-on experience independently creating detailed, customized time-and-material invoices from field documentation. This position will also manage collections, payment processing, vendor bills, receipt entry, account reconciliation, and supporting financial records in QuickBooks. This is not a standard data-entry, bookkeeping, or AIA-billing position. The successful candidate must be able to review labor hours, equipment usage, materials, subcontractor costs, permits, police details, disposal charges, travel, mobilization, restoration costs, and supporting documents to prepare complete and accurate customer invoices. Experience limited primarily to AIA or standard recurring billing will not provide the level of preparation needed for this role. This position is critical to our daily operations and continued growth. The person in this role must ensure that every billable cost is captured, customers are invoiced promptly, payments are collected, vendor obligations are recorded accurately, and management has reliable information regarding company cash flow. It requires ownership, exceptional attention to detail, consistent follow-through, and a clear understanding of how construction and service work moves from the field through billing and final payment. Accounts Receivable Responsibilities Prepare and issue accurate customer invoices using approved estimates, contracts, purchase orders, work orders, daily field reports, technician notes, change orders, receipts, photographs, and supporting documentation. Review field documentation to confirm all billable labor, equipment, materials, mobilization, travel, disposal, subcontractor costs, permit fees, police details, restoration, and additional work have been captured. Process flat-rate, time-and-material, emergency, prevailing-wage, progress, deposit, and change-order billing. Verify labor hours, portal-to-portal time, crew assignments, equipment usage, material quantities, and project-specific rates. Confirm customer billing instructions, payment terms, purchase-order requirements, tax status, and supporting-document requirements before submitting invoices. Submit invoices through customer, municipal, general-contractor, and third-party billing portals. Obtain missing purchase orders, billing contacts, tax-exemption certificates, approved change orders, and other required information. Prepare complete billing packages containing work orders, field reports, photographs, receipts, permits, inspection records, and other required backup. Track customer deposits, partial payments, retainage, credits, allowances, and outstanding change orders. Monitor the accounts receivable aging report and prioritize collection activity based on balance, age, customer history, and payment risk. Contact customers professionally by telephone and email regarding invoice status, missing approvals, promised payment dates, and overdue balances. Document collection activity, customer responses, disputed charges, and payment commitments. Investigate short payments, duplicate payments, unidentified payments, deductions, and account discrepancies. Escalate significantly past-due balances, broken payment commitments, and high-risk accounts to company leadership. Assist with account holds, demand notices, payment plans, lien documentation, small-claims preparation, and outside collection or legal referrals when directed. Maintain professional customer relationships while protecting Hydra Tech's right to timely and complete payment. Customer Payment and QuickBooks Responsibilities Enter all customer receipts and payments into QuickBooks promptly and accurately. Record and apply checks, ACH transfers, wire payments, credit-card payments, deposits, refunds, credits, and account adjustments. Apply receipts to the correct customer, project, and invoice. Attach remittance documentation to the appropriate QuickBooks transaction. Investigate unapplied, unidentified, partial, duplicate, or incorrectly applied payments. Prepare customer deposits and maintain complete deposit records. Reconcile QuickBooks customer balances against bank deposits, merchant-processing reports, remittance information, customer statements, and the accounts receivable aging report. Ensure that customer balances and aging reports remain accurate and current. Accounts Payable Responsibilities Enter vendor invoices, subcontractor bills, material receipts, fuel receipts, disposal charges, permit fees, police-detail charges, equipment rentals, and other company expenses into QuickBooks. Review each bill and receipt for accuracy, proper approval, correct pricing, duplicate charges, sales-tax treatment, and supporting documentation. Assign expenses to the correct vendor, project, customer, cost category, and accounting account. Match vendor invoices with purchase orders, delivery slips, receipts, subcontract agreements, and field documentation. Confirm that materials, rentals, subcontracted work, and services were received before preparing bills for payment. Maintain organized electronic copies of vendor invoices, receipts, statements, credits, and payment documentation. Track vendor payment terms, due dates, early-payment discounts, account credits, retainage, and disputed charges. Reconcile vendor statements against bills and payments recorded in QuickBooks. Investigate missing invoices, duplicate invoices, pricing discrepancies, unapplied vendor credits, and account-balance differences. Communicate professionally with vendors and subcontractors regarding billing questions, missing documentation, credits, payment status, and account discrepancies. Prepare approved bills for payment according to the company's payment schedule. Prepare check, ACH, or electronic payment information for review and authorization by designated company leadership. Confirm that payments are recorded accurately and applied to the correct vendor bills. Assist with subcontractor compliance documentation, including certificates of insurance, W-9 forms, lien waivers, and payment releases. Maintain accurate vendor records, payment information, tax documentation, and contact information. Assist with annual 1099 preparation and vendor-record review as directed by company accounting leadership. Receipt, Credit Card, and Expense Entry Collect and enter company credit-card receipts, purchase receipts, fuel slips, aggregate tickets, disposal slips, permit receipts, and other expense documentation into QuickBooks. Match receipts to the appropriate credit-card transaction, employee, project, vehicle, equipment unit, or expense category. Follow up promptly with employees regarding missing, incomplete, or unclear receipts. Identify personal, duplicate, unauthorized, or incorrectly coded expenses and report discrepancies to management. Reconcile company credit-card statements against entered receipts and supporting documentation. Ensure that job-related expenses are assigned correctly so project costs and profitability reports remain accurate. Reporting and Reconciliation Prepare regular accounts receivable and accounts payable aging reports for management. Clearly identify overdue customer balances, disputed invoices, expected payments, upcoming vendor obligations, and accounts requiring escalation. Provide accurate information regarding incoming customer payments and upcoming vendor payments to support cash-flow planning. Assist with bank, credit-card, customer-account, and vendor-account reconciliations. Assist with month-end and year-end closing procedures. Review accounts for outstanding credits, unapplied payments, duplicate entries, missing documentation, and incorrect job-cost assignments. Coordinate with company leadership, project management, field supervisors, and outside accounting professionals to resolve discrepancies. Maintain accurate, organized, and audit-ready financial records. Protect confidential customer, vendor, banking, employee, and company financial information. Internal Coordination Work closely with field staff and project management to ensure completed work is documented and billed promptly. Communicate missing work orders, receipts, purchase orders, job numbers, approvals, and billing information before they create invoicing or payment delays. Ensure expenses are assigned to the correct project so management can accurately evaluate job performance and profitability. Help maintain consistent administrative procedures between field operations, billing, collections, purchasing, and accounting. Bring unusual charges, payment risks, contract issues, and account discrepancies to management's attention promptly. Required T&M Billing Experience Hands-on experience independently preparing complex, customized time-and-material or cost-plus invoices. Experience building invoices from field tickets, daily reports, technician notes, receipts, labor records, equipment usage, material costs, subcontractor charges, and project-specific rates. Ability to review source documentation, identify missing billable items, and follow up with field employees and project-management personnel before invoicing. Experience confirming labor classifications, hours, crew assignments, equipment rates, quantities, markups, purchase-order requirements, and customer-specific billing instructions. Experience in construction, underground utilities, field services, mechanical services, restoration, HVAC, plumbing, electrical, excavation, equipment services, or a comparable project-based service environment. Strong QuickBooks experience, including customized customer invoicing, payment application, vendor bills, credits, adjustments, account reconciliation, and financial reporting. Important Billing Distinction AIA and progress-billing experience may be helpful, but it is not a substitute for direct T&M invoicing experience. Candidates must be comfortable independently building detailed invoices from multiple field, labor, equipment, material, and cost documents. Qualifications Previous experience in accounts receivable, accounts payable, construction or service billing, bookkeeping, collections, or financial administration. Direct experience creating detailed T&M invoices in a construction, utility, field-service, mechanical, restoration, HVAC, plumbing, electrical, excavation, equipment-service, or comparable project-based environment is required. Proficiency with QuickBooks, including invoice entry, receipt entry, payment application, vendor bills, credits, adjustments, account reconciliation, and financial reporting. Strong working knowledge of Microsoft Excel, email, electronic document management, and customer billing portals. Ability to understand estimates, work orders, purchase orders, contracts, change orders, vendor invoices, payment terms, and field documentation. Strong attention to detail and the ability to identify missing, duplicate, inconsistent, or incorrectly coded information. Professional and confident written and verbal communication skills. Ability to pursue overdue customer balances firmly while maintaining professional relationships. Ability to communicate respectfully with vendors while protecting the company from incorrect or unsupported charges. Strong organizational skills and the ability to manage a high volume of invoices, receipts, payments, deadlines, and follow-up activity. Ability to work independently, prioritize urgent financial matters, and follow issues through final resolution. High degree of integrity, discretion, accountability, and reliability. Internal Financial Controls The Accounts Receivable & Payable Specialist will prepare and organize financial transactions but will operate within Hydra Tech's approval procedures. Vendor setup, payment authorization, refunds, credits, account adjustments, and write-offs must receive the appropriate management approval. No employee in this position may independently create, approve, and release the same financial transaction without required oversight. Ideal Candidate The ideal candidate takes ownership of both sides of the accounting cycle. On the accounts receivable side, this person does not consider an invoice complete simply because it was sent. They verify that it was received, confirm that all customer requirements were satisfied, track it through approval, follow up consistently, and ensure the payment is applied correctly. On the accounts payable side, this person does not enter a bill without confirming that it is accurate, properly supported, assigned to the correct project, and approved for payment. This individual understands that Hydra Tech's ability to support its employees, vendors, equipment, customers, and continued growth depends on accurate job costing, timely invoicing, disciplined collections, organized receipt entry, and responsible management of vendor obligations. Compensation will be based on relevant experience, QuickBooks proficiency, construction-accounting knowledge, collection experience, and demonstrated ability.

Pay:

$70,000.00 - $80,000.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid sick time Paid time off

Work Location:

In person